Import Orders

Import orders from external systems or migrate orders between WooCommerce stores

Overview

PrimeLink allows you to import orders into WooCommerce, which is useful for migrating orders from another store, importing historical orders, or syncing orders from external systems.

Order imports include all order data: customer information, order items, shipping details, payment information, order status, and metadata.

Order Fields Overview

Basic Order Information

  • Order Number: Order ID or order number
  • Order Status: Pending, Processing, Completed, Cancelled, etc.
  • Order Date: Date and time of the order
  • Customer Note: Notes from the customer
  • Private Note: Internal notes

Customer Information

  • Customer ID: WooCommerce customer ID
  • Customer Email: Customer email address
  • Billing First Name: Billing first name
  • Billing Last Name: Billing last name
  • Billing Company: Billing company name
  • Billing Address 1: Billing street address
  • Billing Address 2: Billing address line 2
  • Billing City: Billing city
  • Billing State: Billing state/province
  • Billing Postcode: Billing postal code
  • Billing Country: Billing country code
  • Billing Phone: Billing phone number
  • Billing Email: Billing email address

Shipping Information

  • Shipping First Name: Shipping first name
  • Shipping Last Name: Shipping last name
  • Shipping Company: Shipping company name
  • Shipping Address 1: Shipping street address
  • Shipping Address 2: Shipping address line 2
  • Shipping City: Shipping city
  • Shipping State: Shipping state/province
  • Shipping Postcode: Shipping postal code
  • Shipping Country: Shipping country code

Order Items

  • Order Items: Products in the order
  • Item SKU: Product SKU
  • Item Name: Product name
  • Item Quantity: Quantity ordered
  • Item Price: Item price
  • Item Total: Line total

Financial Information

  • Subtotal: Order subtotal
  • Shipping Total: Shipping cost
  • Tax Total: Total tax amount
  • Discount Total: Total discount
  • Total: Order total
  • Payment Method: Payment method used
  • Payment Method Title: Payment method display name
  • Transaction ID: Payment transaction ID

Import Process

Step 1: Welcome

Start the order import wizard from PrimeLink → Imports → New Import → Orders

Step 2: Select Data Source

Choose where your order data is coming from (file, URL, platform connector, etc.)

Step 3: Import Strategy

Choose how to handle existing orders:

  • Create & Update: Create new orders and update existing ones
  • Create Only: Only create new orders, skip existing
  • Update Only: Only update existing orders, skip new ones

Step 4: Filters & Preview

Filter your order data and preview results

Step 5: Field Mapping

Map source fields to WooCommerce order fields:

  • Map customer information (billing and shipping)
  • Map order items
  • Map financial information
  • Map order status and dates

Step 6: Options & Scheduling

Configure import options and scheduling

Step 7: Review

Review your import configuration

Step 8: Run Import

Start the import and monitor progress

Order Items

Importing Order Items

Order items can be imported in different formats:

Format 1: Single Row per Order

One row with all items in a single field:

  • Items separated by delimiter (comma, semicolon, pipe)
  • Format: SKU:Quantity:Price | SKU:Quantity:Price
  • Example: PROD-001:2:29.99 | PROD-002:1:49.99

Format 2: Multiple Rows per Order

One row per order item:

  • Each row represents one item
  • Order information repeated for each item
  • Item-specific fields in separate columns

Format 3: JSON Format

Items as JSON array:

  • Items stored as JSON in a single field
  • More structured and flexible
  • Supports complex item data

Matching Orders

Matching Criteria

When updating existing orders, PrimeLink needs to match them. Available options:

  • Order ID: Match by WooCommerce order ID
  • Order Number: Match by order number
  • Custom Field: Match by custom field value

Best Practices

  • Use Order ID for most reliable matching
  • Use Order Number if importing from another WooCommerce store
  • Ensure order numbers are unique

Customer Linking

Linking Orders to Customers

Orders can be linked to existing customers or create new customers:

  • By Customer ID: Link to existing customer by ID
  • By Email: Link to existing customer by email address
  • Create New: Create new customer if not found

Customer Creation

If customer doesn't exist:

  • New customer account is created automatically
  • Uses billing email as account email
  • Customer information from order is used

Best Practices

  • Test with sample data: Run a test import with a few orders first
  • Verify products exist: Ensure all products in orders exist in your store
  • Check customer emails: Verify customer email addresses are valid
  • Use Order ID for matching: Most reliable way to match orders
  • Backup first: Always backup your store before large imports
  • Verify order totals: Check that order totals match item totals
  • Handle missing products: Decide how to handle orders with non-existent products

Common Issues and Solutions

Orders Not Created

  • Check required fields are mapped (Customer Email, Order Items, Total)
  • Verify data format is correct
  • Check import logs for specific errors
  • Ensure products in order items exist

Order Items Not Imported

  • Verify order items format is correct
  • Check product SKUs exist in your store
  • Ensure item separator is correct
  • Verify item data structure matches expected format

Customer Not Linked

  • Verify customer email is correct
  • Check customer exists in your store
  • Ensure customer matching criteria is correct
  • Check if customer creation is enabled

Order Totals Incorrect

  • Verify item prices are correct
  • Check shipping and tax totals
  • Ensure discount totals are correct
  • Recalculate totals if needed

Next Steps

👥 Import Customers

Learn how to import customers

Learn More →
🗺️ Field Mapping

Detailed guide to field mapping

Learn More →
📥 Creating Imports

Complete import process guide

Learn More →